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Meeting Guest User Experience

Meeting Guest User Experience


Guest users, also known as external users, are non-registered nVX users. Non-registered users of nVX are given a default set of permissions and privileges.

Inviting Guest Users

There are 4 ways of inviting guest users to the meeting:

  • Schedule a meeting via the User Portal
  • Add guest user(s) into an active meeting
  • Schedule a meeting via the nVX Outlook Plugin
  • Add via nVX Mobile Apps (Android/iOS)

Schedule Meeting from User Portal

A meeting host can invite guest user(s) to the meeting while scheduling it in the User Portal.

  1. Click on Schedule Meeting from the User Portal
  2. Enter the meeting details and contacts to be invited
  3. Enter the guest user’s email address and press the Tab key. Note: Make sure to use the Tab key after entering the guest email address otherwise the guest will not receive the meeting invitation.

Add to Active Meeting

If a meeting has already been started, a host or participant can invite a guest user immediately using the invite button.

Invite via Email

Enter the guest users’ email address and press the tab key. Click the Invite button to send the email invitation. Click the Cancel button to cancel the meeting invite.

Invite via Meeting Info

Guests can be invited by sending the meeting details. Click on Copy button and paste to users. They can join meeting via suitable method:

  • Meeting URL – Click on meeting URL to directly enter Meeting (Registered users and Guest users)
  • Meeting ID – Open User Portal and enter Meeting ID to join the meeting (Registered users only)
  • Join via Phone – Dial in any of the suitable number and follow the instructions.

Invite via SMS

Click on SMS tab and enter a 10-digit mobile number to send meeting URL via SMS.

Schedule Meeting from nVX Outlook Plugin

A meeting host can invite guest user(s) to a meeting while scheduling the meeting through Outlook via the Outlook Plugin.

Add via nVX Mobile Apps (Android/iOS)

A meeting host can invite guest user(s) to a meeting while scheduling the meeting through the nVX Mobile Apps. Hosts can also add guest users to live meeting via the Mobile App following the same format as the User Portal.

Join Meeting as Guest User

Join through Email Invitation

External users will receive an email with following details in the email body when invited by a meeting Host. Guest user(s) can select the suitable method to join the meeting; Dial in or click the link to join in a single click via nVX User Portal.

Logging in as a Guest

Upon joining a meeting, the guest user will be asked to login. Because the user is unregistered, they must select Join Meeting as Guest. If the meeting host has not started the meeting yet, the Join Meeting as Guest button will not be selectable.

Guest join view if meeting has not begun.
Guest join view if meeting has started.

Guest users will then be prompted with a splash page asking them to enter their name and email address. Once both are entered, click the Join Now button to join the meeting.

After logging in successfully, guest users will be directed to the live meeting.

Feature Limitation for Guest users

Guest cannot start a meeting

Guest users are not allowed to start a meeting. They can enter meeting only if meeting is started by Host or any other participant. If meeting is not started, guest user login will not be available.

Guest cannot invite others

Guest users are not allowed to invite other participants. They will get following popup.

Presence in nVX


Presence is the use of color icons to display if a user is available, offline, or currently in a call. Color scheme is as follows:

  • Green – Available
  • Red – On Call
  • Grey – Offline
  • White – Presence Unknown (Ring group, Queue, External contact)

Presence Enabled Users

If presence is enabled, users will be able to see following screen.

Currently, there are two methods where user presence can be seen. More scenarios coming soon.

  1. Search Contact
  2. Favorites

Search Contact

Search any contact name (minimum 3 letters). Search result will show the list of best matched contacts with presence.


  1. Search for a contact
  2. Click on three dots for further actions.
  3. Click on green icon with star to add contact as favorite

Favorites contacts will be displayed under favorites tab.

To remove contact from favorite, click on red icon with star.

Installing the Outlook Plugin

Step 1

Close the Microsoft Outlook application.

Step 2

Download the nVX Outlook Plugin using this link:

Please note: A temporary security warning, ‘Setup.exe is not commonly downloaded and may be dangerous” will appear upon download. Despite the warning, the plugin is safe to download. Select KEEP after download is complete.

Step 3

Complete the plugin installation directions as prompted.

Step 4

Reopen your Microsoft Outlook desktop application.

Step 5

Enter your unique organization domain in the TetraVX Meeting window that appears inside your Outlook application.  This URL is most commonly “domain”, where “domain” is equal to your company’s name or an abbreviated version of it. Click ‘Next’.

Step 6

Enter your unique user login details in the TetraVX Meeting window. Click ‘Log In with TetraVX’.

Step 7

Create a ‘New Meeting’ in Outlook. Upon creating the new meeting, confirm that ‘Add TetraVX Meeting’ icon appears in the ‘Meeting’ pane of your outlook window.